Personal Care Services for Children Enrolled in the Consumer-Directed Care Plus Program

1. Personal Care Services for Children Enrolled in the Consumer-Directed Care Plus Program 2012

2. Purpose • Provide an overview of consumer directed personal care services provided through the Medicaid State Plan. • Gain an understanding of the various requirements to receive services. • Target Audience • Providers • Consumers and Representatives • Consultants • Local Agency for Health Care Administration and Agency for Persons with Disabilities’ Area Offices

3. Key Terms and Acronyms • CDC+ – Consumer Directed Care Plus • Consumer – Medicaid recipient/CDC+ Representative requesting personal care services • Provider – Individual(s) or Group(s) rendering the personal care service and receiving payment through the CDC+ program • Quality Improvement Organization or QIO – entity contracted with Florida Medicaid to perform medical necessity reviews (eQHealth Solutions, Inc.) • Agency – Agency for Health Care Administration • APD – Agency for Persons with Disabilities

4. Background • Children under the age of 21 who are enrolled in the CDC+ program have two options for accessing personal care services: 1. Self-direct their personal care services through the CDC+ monthly budget 2. Select a Medicaid enrolled state plan provider and receive services from a home health agency or unlicensed personal care provider, which will not be included in the CDC+ monthly budget.

5. Authority • 1915 J State Plan Amendment • Authorizes the Agency and the APD to work together to develop a process that would allow children to continue to self-direct their Medicaid state plan personal care services. • Medicaid Home Health Services Coverage and Limitations Handbook • Provides general guidelines for reviewing and approving requests for Medicaid state plan personal care services.

6. Transition Overview • Implementation Schedule

7. Consumer Directed Care Plus Personal Care Services Transition Provider Training Dates Location/Area Date Time June 5, 2012 10 am – 12 pm APD Area 9 & 10 June 14, 2012 July 10, 2012 10 am – 12 pm APD Area 11 July 19, 2012 August 7, 2012 10 am – 12 pm APD Area 1 & 2 August 16, 2012 September 4, 2012 10 am – 12 pm APD Area 4, 12, & 13 September 13, 2012 October 2, 2012 10 am – 12 pm APD Area 8 & 23 October 11, 2012 November 8, 2012 10 am – 12 pm APD Area 3,7, 14, & 15 November 13, , 2012 Transition Overview • Training Schedule

8. PersonalCare Services • Personal care services provides assistance with activities of daily living (ADLs) and instrumental activities of daily living (IADLs). • Assistance with activities of daily living is defined as individual assistance with: • Transferring • Bathing • Dressing • Eating (oral feedings and fluid intake) • Toileting • Maintaining continence (examples include taking care of a catheter or colostomy bag or changing a disposable incontinence product when the consumer is unable to control bowel or bladder functions)

9. Personal Care ServicesContinued • Personal hygiene • Light housework • Laundry • Meal preparation • Transportation • Grocery shopping • Using the telephone to take care of essential tasks (examples include paying bills and setting up medical appointments) • Medication management • Money management • Personal care services also include instrumental activities of daily living (IADLs). • IADLs are authorized when it is necessary for the recipient to function independently. • IADLs may be approved when age appropriate and includes assistance with:

10. Who Can Provide Personal Care Services? • The consumer can select the provider of their choice. Examples include: • Parent or legal guardian • Relative (aunt, uncle, cousin, etc.) • Family friend • Home health provider • It does not have to be a Medicaid enrolled provider. • It is required to have two emergency back-up providers in the event that the primary provider cannot provide the service. • A consumer’s representative can not be a paid provider.

11. Provider Qualifications • The consumer is responsible for ensuring that their provider can safely render the service and meet their needs. • The consumer can establish minimum provider qualifications to render the service. These qualifications can exceed those stated in the Home Health Services Coverage and Limitations Handbook. • It is recommended (not required) that the provider minimally be: • Able to furnish the care required of the consumer based on physician’s order and the consumer’s functional limitations • Possess training in key areas such as CPR and infection control.

12. Requirements for Personal Care Services • Services must be: • Documented as medically necessary, • Ordered by and remain under the direction of a physician, • Documented in a signed and individualized plan of care, and • Prior authorized by the Quality Improvement Organization, eQHealth Solutions.

13. Medical Necessity Criteria • To be medically necessary, the service must be: • Individualized, • Consistent with the symptoms or confirmed diagnosis of the developmental disability under treatment, and • Not be in excess of the consumer’s needs. • The fact that a physician has prescribed, recommended, or approved services does not, in itself make such services medically necessary or a covered service.

14. Medical Necessity Criteria Continued • Personal care services must not duplicate another service being provided • For example: • Respite • Residential Rehabilitation • Personal care services cannot be approved just for the convenience of the consumer, the consumer’s caretaker or the provider. • AHCA contracts with a Quality Improvement Organization, eQHealth Solutions, to perform medical necessity reviews of requests for personal care services.

15. Physician Order • The Consumer, Representative, or parent is responsible for obtaining the physician’s order which is the first step in the process. • A new written physician’s order must be obtained every 6 months. • At a minimum, the order must describe the: • Consumer’s medical condition or diagnosis that causes him/her to need personal care services, • Documentation regarding the medical necessity for the service(s), • Home health services needed (e.g., personal care services), and • Frequency and duration of service.

16. Example Physician’s Written Prescription

17. Plan of Care • The next step in the process is to begin developing the Consumer’s plan of care. • A plan of care is an individualized written program designed to meet the medical and health care needs of the consumer. • The primary PCA Provider and/or the CDC+ Representative/Consumer are responsible for completing the “Personal Care Services Plan of Care” located in Appendix J of the Home Health Services Coverage and Limitations Handbook. Exception: Licensed home health agencies can continue to use the CMS 485 plan of care. • This should be a collaborative effort between the primary care provider, parent, CDC+ representative, consumer, and physician. (Home Health Services Handbook, page B-6)

18. Plan of Care (POC) – Patient Information • Enter any known medication allergies or other allergies (ask the consumer’s doctor if you do not know about the consumer’s history with allergies). • Enter the certification period. It should not exceed 6 months • Enter the consumer’s Medicaid ID Number. • Leave this field blank. • Enter the consumer’s legal first and last name.

19. Plan of Care (POC) – Patient Information • Check the appropriate gender. • Enter the consumer’s date of birth. • Enter the consumer’s county of residence. • Enter the consumer’s physical street address. • Enter the consumer’s contact number. • Enter consumer’s local AHCA Medicaid area office.

20. Plan of Care – Provider Information Enter the provider’s name (this is the person actually performing the personal care services). Enter the provider’s Medicaid provider number. Leave this field blank if the provider is not a Medicaid enrolled provider. Enter the provider’s mailing address. Enter the provider’s phone number.

21. Plan of Care – Patient Medical and Social Information List the consumer’s diagnosis(es), along with the ICD - 9 codes. This must come from the child’s physician and be documented on the physician’s order. List ALLprescribed medications, including the dosage (mg, one, two, etc.), route (oral, rectal), and frequency (how often). Include prescription vitamins and supplements.

22. Plan of Care - Patient Medical and Social Information List any durable medical equipment (DME) and supplies used by the consumer (For example: gloves, wheel chair, commode, incontinence supplies, walker, cane, etc.). Describe the consumer’s diet (For example: normal, soft, liquid, etc.). Enter specific dietary requirements and restrictions as prescribed by the consumer’s physician. Check the most appropriate box. Check current limitations as assessed by the physician.

23. Plan of Care - Patient Medical and Social Information Describe any safety precautions (For example: keep path ways clean, requires assistance with walking, etc.). Check all activities permitted. It is recommended that you consult the consumer’s physician. Check the most appropriate boxes that describe the consumer’s mental/neurological status. Enter parent/legal guardian work schedule (If applicable).

24. Plan of Care - Patient Medical and Social Information Enter any medical or physical limitations that the parent or legal guardian has that would prevent him/her from participating in the consumer’s care to the fullest extent. (For example: Parent is unable to lift more than 30 lbs.). Enter number of children who live in the same household with the consumer. Enter the age of each of the children living in the household. Enter any special needs of the other children who live in the household.

25. Plan of Care – Service Information • Enter specific hours per day and days of week service will be provided by a paid provider (For example: 8 Hours per day). • Check all activities of daily living/self care tasks that you will be assisting the consumer to accomplish. • Check the most appropriate box that describes the consumer’s expected health outcome and the ability for the consumer to achieve goals. • Address discharge plans

26. Plan of Care – Physician Certification and Other Signatures The consumer’s physician must sign the plan of care. The parent or legal guardian must sign the plan of care. If the consumer is capable of signing the plan of care, it is recommended he/she sign as well. The provider must also sign the plan of care.

27. Plan of Care Continued • Medicaid does not reimburse attending physicians for certifying the plan of care (POC). • The POC, with the original signature, must be retained in the consumer’s central record. • The physician must review POC every 6 months. • The POC must be signed by the attending physician before submitting the request for prior authorization to eQHealth Solutions.

28. Parental Responsibility • Medicaid state plan personal care services are meant to supplement care provided by parents and caregivers, not replace care. • Parents and caregivers must participate in providing care to the fullest extent possible. • A parent’s scheduled employment for providing services to their child in CDC+ is considered a work schedule. • Medicaid can authorize personal care services through the CDC+ program if the parent/legal guardian is the provider receiving payment for services; however, this does not relieve a parent/legal guardian from providing some uncompensated care for their child. • Medicaid can reimburse personal care services rendered to a consumer whose parent or caregiver is notavailable or able to perform the child’s self care tasks.

29. Prior Authorization • Prior authorization of personal care services is required every 6 months. • The CDC+ representative/consumer will be responsible for submitting all of the necessary documentation to the consultant so the request can be submitted to eQHealth Solutions. • The CDC+ consultant will be responsible for submitting the prior authorization requests to eQHealth Solutions. • eQHealth Solutions will make medical necessity determinations based on the clinical information and supporting documentation submitted.

30. Supporting Documentation • The submission of supporting documentation is required in order to get approval for personal care services. • This documentation must be submitted to eQHealth Solutions. • Required documents include: • Plan of Care • Physician’s Order • Physician’s Visit Documentation • Additional supporting documentation is needed to substantiate a parent or caregiver’s work/school schedule or inability to participate in the care of the consumer because of a medical limitation. • Link to documents: http://fl.eqhs.org/HomeHealthPPEC/FormsandDownloads.aspx • For the INITIAL request, the consumer’s cost plan and support plan is required. For all subsequent authorizations ONLY the support plan is necessary.

31. Supporting Documentation cont’d • Many of the required and supplemental forms can be downloaded from eQHealth Solutions’ Web site under the Home Health tab. • Link to documents: http://fl.eqhs.org/HomeHealthPPEC/FormsandDownloads.aspx • Forms can also be copied from the Home Health Services Coverage and Limitations Handbook. • Link to handbook: http://portal.flmmis.com/FLPublic/Provider_ProviderSupport/Provider_ProviderSupport_ProviderHandbooks/tabId/42/Default.aspx • Templates include: • Parent/Legal Guardian Work Schedule Form • Parent/Legal Guardian School Schedule Form • Parent/Legal Guardian Medical Limitations Form • Physician Visit Documentation Forms • Personal Care Services Plan of Care Form

32. Payment for Services • Once eQHealth Solutions issues prior authorization, the CDC+ Consumer/Representative will be required to submit a purchasing plan change and attach the authorization. • This documentation should be submitted to the CDC+ Consultant.

33. Getting Assistance • If you have questions, please contact your local AHCA Medicaid area office. • You may also email questions to Danielle Reatherford at danielle.reatherford@ahca.myflorida.com